Greetings Vendors!

On Behalf of the City of Springfield, we would like to extend an invitation for you to join us at our 2018 Springfield Fall Festival. After our huge success last year, we expect that this year’s festival will be even bigger. We believe the secret to our success has been our ability to provide excellent foods, first class entertainment, and a unique variety of vendors that will attract visitors to our festival from all over the Southeast.

The 2017 two-day festival featuring headliner Aaron Tippin, attracted nearly 10,000 people. Every year we feature free live concerts on Friday and Saturday nights and this year we will continue the tradition with country music group, Shenandoah, on Saturday Night! We are excited to have them on our stage to perform their Billboard number one hits, “The Church on Cumberland Road”, “Sunday in the South”, “Two Dozen Roses”, and “Next to You, Next to Me”. Shenandoah is sure to draw large crowds for our vendors! We will also have live music on the stage Friday Night, and acts on stage during the day on Saturday. In addition, the Car Show and wing eating contest will be on Saturday. We cannot wait for this entertainment packed weekend!

To ensure you are a part of the 2018 Springfield Fall Festival, please fill out the attached application and send it to the address provided below before the deadline of October 12th. Payment must be submitted along with your application. We will be charging vendors differently than we have in the past, with different areas of the festival having different pricing and guidelines. Applications received after October 12th may be accepted, however a $50 late sign-up fee will be charged. Please read the regulations fully and fill your applications out accordingly. We will do our best to accommodate all our vendor’s needs. Please send in your forms as soon as you can. Spaces will be limited and applications and requests will be granted to those first to apply.

Thank you for your interest in the 2017 Springfield Fall Festival. We look forward to you being a part of this year’s festivities!!

Sincerely,

City of Springfield

Fall Festival Vendor Areas

Main Food Court – $200 each* Available to Food Vendors only, booth sizes will be 15’ x 15’. Those needing more room must purchase a second space at the same rate. Each booth in this area will be provided reliable electricity during the festival. There are a limited number of booths and they will be assigned based on the order in which the applications and payments are received. Each food vendor must fit within the 15’ x 15’ space. Trailer tongues, tents, tables and any other items must fit in the assigned space, no exceptions will be made. All food vendors will be required to possess a valid food service permit prior to selling food at the festival. *Larger food vendor spots may have higher fees.

Premium Vendor Spaces – $125each There will be a limited number of spaces closer to the stage that will be for both general vendors and food vendors. These are 10’ x 10’ spaces and WILL NOT be provided power. Due to proximity to that stage, generators will not be allowed in this area.

General Vendor Spaces – $100 each. Art, Crafts, Miscellaneous. This is for all other booth spaces in the festival. Booths will line the street facing the center. Vendors will be assigned booths based on the date their application and payment is received. If you want to be closer to the stage, please sign up early. Electricity WILL NOT be available in this area. Generators will be allowed, but vendors must specify this on their application, and generators should not become a nuisance to other vendors or festival guests. Please be prepared for your generator to be up to 100’ away from your booth. Vendors selling food items prepared onsite will not be allowed in the General Vendor area.

Fall Festival Rules and Guidelines

Vendor Set Up:Vendor set up times are Friday from 12pm – 5pm & Saturday from 7:30am-9:30am. Those with trucks and trailers are encouraged to set up prior to 12:00pm on Friday. Vendors coming for Saturday only will be placed at the end of the festival, near the Car Show area. All vendor set-up must be completed during the assigned times. Vendors will be able to drive into the festival area during set up, but ALL VEHICLES MUST BE OFF THE STREET BY 4:00PM on Friday. There will be absolutely NO VEHICLE TRAFFIC in the festival area during festival hours.

Parking: A separate vendor only parking area will be provided for all vendors. THE CITY OF SPRINGFIELD AND THE 2018 FALL FESTIVAL ARE NOT RESPONSIBLE FOR ANY LOSS OR DAMAGE TO VENDOR’S VEHICLES OR PROPERTY DURING THE SET-UP TIMES OR DURING THE FESTIVAL.

Vendor Take Down:General Vendors will not be allowed to take down their booths until after 7:00pm on Saturday Night. Food Vendors and those in the Premium Vendor area will not be able to tear down their booths until after the festival ends at 10:00pm on Saturday Night. There will be large crowds in this area and vehicles will not be allowed in the festival area until after 10:00pm.

Food/Drink Restrictions: No selling of Coca-Cola or Pepsi products by vendors will be allowed. No alcohol sales by vendors will be allowed, unless permission is granted by the Festival Committee. Food Vendors must limit their menu selections for this festival – there will be a maximum of 4 main entrée items per vendor (this limit does not apply to or include side items and/or drinks). We also ask that vendors do not give away food items or beverages. Vendors who sell food items being prepared onsite, must be registered as Food Vendors and will not be allowed in the General Vendor area. Artist and volunteers will be given food vouchers to use during the festival and food vendors can accept these vouchers as payment, and return them after the festival for reimbursement. Payment reimbursements for food vouchers will be issued within 14 days after the festival. All food vendors will be required to possess a valid food service permit prior to selling food at the festival.

Merchandise Restrictions: All types of merchandise will be allowed, except yard sale items or anything deemed inappropriate by the Festival Committee. Those setting up displays considered inappropriate by the Festival Committee will be asked to remove their goods and leave without refund of their application fees. No special privileges or exclusiveness will be granted. You are responsible for governing your own products within your own organization. ABSOLUTELY NO PROFANITY OR INAPPROPRIATE IMAGERY.

Security: Vendors are encouraged to leave their tents up during Friday night to minimize setup and traffic on Saturday morning. Uniformed security will be on patrol during festival hours and through Friday night as well.

Booth Items: The festival committee does not provide tents, tables, or chairs to vendors. Generators will be allowed only in designated areas (see Vendor Areas Map) and must be noted on your application. Generator placement and annoyance will be determined by the festival committee; please be prepared for generators to be up to 100’ from your booth. Booth tents must be tied down and secured at all times. The Fall Festival Committee reserves the right to ask vendors to remove their tents if they consider them to be unsafe or in danger of causing harm.

Booth Locations: Booth locations will be determined by the festival committee based on the order the applications are received and booth numbers will be distributed during vendor check-in on Friday. Requests may be considered, but special treatment is not guaranteed.